Skip to main content

Project Team Runbook

Project Timeline

Summer

Summer:

End of July

July:

  • Project Proposal Discussion

August

August:

Pre-Semester Preparations

  • Meeting with NPO

  • Confirm project for the year

Communication & Collaboration Setup

  • Clarify communication channels:

    • Options: Slack, Discord, Email (choose one that is easily accessible and ideally faster than email)

Project Kickoff & Design

  • First Project Team Meeting

  • Start Design Mockups

  • Develop Software Design Documents:

    • Architecture documents

    • Database schema

    • Tech stack decisions

    • API interface specifications

  • NPO Involvement:

    • NPO reviews and provides feedback on designs prior to semester start

    • This process should involve the entire team

Team Responsibilities

  • Tech Lead / VP Tech Responsibilities:

    • Setup GitHub repository

    • Setup pipelines

    • Establish staging environment

  • Project Manager (PM):

    • Begin writing master issues for general features, following scrum methodology and user stories

  • Technical Aspect:

    • TECH LEAD to write technical features of issues

First

Fall Semester

September

  • BiweeklyMontly Meetings:

    • Meeting with NPOs for ongoing feedback

October

October

    Midpoint Review with VP Projects and Tech Leads:

      • Feedback Focus:

        • Input from NPO and team members

        • Improvements in operations

        • Project updates

        • General team feedback

        • Team member statuses

        • Efficient practices

        • Necessary operational changes

        • Design team review ensuring alignment with project proposal

      November - December

        Semester Review with VP Projects and Tech Leads:

          • Review Points:

            • MVP progress

            • Next steps (if necessary)

            • Project updates

            • General team feedback

            • Team member statuses

            • Efficient practices

            • Operational changes

            • Design team review for cross-checking with project proposal

          End of Semester

          • NPO Meeting:

            • MVP Showcase

            • Winter Break begins

          Winter Break and Spring Semester

          Transition: Winter Break to Beginning of Spring Semester

          • Project Team Adjustments:

            • Possible swaps between Developers and PMs

          • Spring Onboarding Meeting:

            • Involvement of Tech Leads, PMs, and VP Projects, conducted BEFORE the semester starts

            • Implement operational changes

            • Restart NPO communication

            • Confirm project readiness

          Early March (Before Spring Break)

          • Midpoint Review with VP Projects and Tech Leads:

            • Review Areas:

              • Feedback from NPO and team members

              • Improvements in operations

              • Project updates

              • General team feedback

              • Team member statuses

              • Efficient practices

              • Operational changes

              • Design team review confirming alignment with project proposal

          During/After Spring Break

          • Operational Changes:

            • Plan and implement further operational improvements

          End of April

          • Final Product Demo:

            • Presentation for VP Tech, VP Projects, and other stakeholders

            • Testing and final adjustments

            • Final cross-check with project proposal

          May

          • Final Product Handoff

          Back to top